A student data-gathering during his PhD research on a library computer

The first thing to know about applying for an MA or MSc is that, unlike the arrangements for undergraduate courses, there is no central admissions system, so it is up to you to approach the university or department directly. There is an assumption at this level – given the fact that you are going to be undertaking independent research – that you are capable of researching the courses on offer, finding the application form and applying yourself. Essentially you are being treated as a grown-up.

You will normally be able to download an application form directly from the university, although you may be able to apply through organisations such as Prospects. It's a good idea to check exactly when the course starts and the application deadline if there is one – having to wait a full year simply because you have missed the deadline is not fun and you are unlikely to get much sympathy. Courses tend to start at the end of September or in early October so most applications are made at the end of the previous year or at the start of the year in which the course begins.

To complicate matters, most postgraduate degree courses do not have official closing dates and accept applications on a rolling basis. While this means you may technically be able to apply at any time, it goes without saying that if you're keen to start in a particular intake you need to get your application in sooner rather than later. People do join postgraduate courses at the last minute – and if you find yourself in this position it's always worth making enquiries of the admissions staff – but what more commonly happens is that you will be asked to defer for a year.

The application form itself will normally cover your academic career and achievements to date and, if applicable, your subsequent career. You might well be asked to provide a course transcript, which is a report from your university or tutor that provides details of subjects and courses you have taken and the grades you have obtained.

If you are an international student and your transcript is in a different language, you will need to get it translated into English before it is submitted – it's worth checking with the university exactly what is required here. International students will normally also need to provide evidence of competence in English, for instance that your first degree was taught in English or, if not, that you have an International English Language Testing System (IELTS) or Test of English as a Foreign Language (TOEFL) certificate or a GCSE in English. More detailed information about English-language tests and requirements are available from British Council offices around the world.

If you are applying for a research-based master's, such as an MRes or an MPhil, where you complete a thesis and there are fewer taught elements, it's likely you'll be asked to write a research proposal outlining the area you wish to investigate, how you intend to go about it and what sources of information you intend to use. For a taught master's you will normally be asked to complete a supporting statement as part of your application. This is something you need to think about carefully and not just dash off in a few minutes, particularly if you are applying for a very competitive course.

The supporting statement will tell the admissions tutors why they should consider you over and above other applicants with good degrees. So you should try to get across some of your enthusiasm for the subject, your reasons for wanting to pursue it, what you hope to get out of it and why you feel you will make a good MA or MSc student. As with any application, it's not wise to take a cut-and-paste approach to this – make it pertinent to the particular course and university, even if you are applying for other courses too.

One of the most important parts of the application process is the references you'll be asked to supply. These will normally be from two people, often tutors who have supervised your work at undergraduate level, who are known as academic referees. But don't despair if university life was decades ago and you no longer have academic references – there is also the option of supplying professional referees, although these will still need to be as relevant as possible to the course for which you are applying.

Choose your referees with care and ask them in advance if they are happy to provide a reference. You'll probably need to send them a copy of the application form; many universities have a set referee letter or form that can normally be downloaded from the website. It is also important that your referees know the deadline for their references, as without them the application process will slow down and may even come to a standstill.

You will be asked for evidence of your degree qualification – particularly if you are returning to higher education. You will also be asked questions about how you intend to fund your postgraduate study. While it's not vital that you already have a definite source of funding in place it is a good idea to outline as clearly as possible your most likely source.

• A full version of this article will appear in the Guardian Postgraduate Guide, published in April